Executive secretary to the CEO
Pivot Engineering And General Contracting Co
مجموع سنوات الخبرة :14 years, 8 أشهر
o Implement day to day operations assigned for the job to ensure compliance with the established standards and procedures.
o Establish & maintain records and filling system, prepare MEMO, circulars for CEO's endorsement, replenish stationary and arrange for efficient operation of office equipment.
o Communicate CEO’s instruction in a time-effective way to various individuals and/or departments and obtain information from their managers and follow-up outstanding responses..
o Apply strict level of confidentiality and discreteness in all matters related to work performance to the CEO's personal matters.
o Supervise other clerical staff
o Conduct research, compile data and prepare papers for considerations and presentation.
o Primary point of contact for all outside and inside clients prior to interface with CEO, ensuring observance of protocol and sensitivity to cultural aspects.
o Extensive coordination of calendars between the CEO, clients, and partners using Outlook
o Coordinate CEO's domestic and international travel schedules, arrange meetings and teleconferences
o Provide assistance to the HR. Department: manage events, beverage arrangement for internal meetings, post job vacancies, screen and sort resumes in the database, coordinate with Tawteen for the Emiratisation and plan space allocation for newly hired managerial staff, assist in the implementation of policies (non-smoking…)
o Assist the Business Development Executive in changing the company’s logo, issuance of business cards to executives, participate in the Blood Donation Campaign.
o Maintain an enjoyable and clean working environment.
o Coordinate with the various support functions in order to assist the CEO in developing, preparing and executing monthly, quarterly and annual reporting requirements.
o Ensure office equipment is properly maintained.
o Perform work related errands
o Collect the Financial Audit report from External Auditor appointed by the company on a quarterly basis, afterwards, secure preliminary approval from the finance director, than the Chief Executive Officer and ensure distribution to shareholders as well as the CEO and Finance Director after consent from the External Auditor.
o Preparation of Pantry consumption requisition conform with the company allotted budget
o Create "Let's go Green" concept for office usage
o Performing approximately the same assignments for the COO
o
o Deal directly with customers either by telephone, electronically or face to face
o Respond promptly to customer inquiries
o Handle and resolve customer complaints
o Obtain and evaluate all relevant information to handle inquiries and complaints
o Perform customer verifications
o Process orders, forms, applications and requests
o Direct requests and unresolved issues to the designated resource
o Manage customers' accounts
o Keep records of customer interactions and transactions
o Record details of inquiries, comments and complaints
o Record details of actions taken
o Manage administration
o Communicate and coordinate with internal departments
o Follow up on customer interaction.
o Read and analyze incoming memos, submissions, and reports in order to determine their significance and plan their distribution.
o Open, sort, and distribute incoming correspondence, including faxes and email.
o File and retrieve corporate documents, records, and reports.
o Greet visitors and determine whether they should be given access to specific individuals.
o Prepare responses to correspondence containing routine inquiries.
o Perform general office duties such as ordering supplies, maintaining records management systems, and performing basic bookkeeping work.
o Prepare agendas and make arrangements for committee, board, and other meetings.
o Make travel arrangements for executive
o Coordinate and direct office services, such as records and budget preparation, personnel, and housekeeping, in order to aid executives.
o Prepare invoices, reports, memos, letters, financial statements and other documents, using word processing, spreadsheet, database, and/or presentation software.
o Review operating practices and procedures in order to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditures.